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RESOLUTION (ID#3203) DOC ID: 3203
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jarrod Burguan M/CC Meeting Date: 05/19/2014
Prepared by: Susan Stevens,
Dept: Police Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Transfer of$52,500 from Account 108-210-0082-5181 to Account 108-210-0082-5701 and the
Issuance of a Purchase Order to Carmax in an Amount Not to Exceed $52,500 Utilizing Account
Number 108-210-0082-5701. (#3203)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $145,000.00
Account No. 108-210-0082-5181
Account Description: Asset Forfeiture Other Operational Expense
I Balance as o£ 4/30/14
Balance after approval of this item: $84,600.00
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The San Bernardino Police Vice/Narcotics Unit is in immediate need of replacement vehicles.
Currently, 14 unmarked (undercover) vehicles are dedicated to these units with four of those
vehicles assigned to officers working task force positions. Six of these 14 vehicles have been
identified as needing urgent replacement. Each of these identified vehicles has over 120,000
miles and require frequent repair to include major investments such as transmissions. Past
practice has been to purchase new vehicles on an `as needed' basis. Due to the financial strains
on the City,this practice is not feasible.
As an alternative, the Police Department has identified three auto dealerships willing to accept
our city owned vehicles as trade-ins and will also allow for the purchase of lower mileage used
vehicles. A comparison of all three quotes revealed that Carmax can offer the best overall
product. Carmax is willing to offer the City of San Bernardino an average of $3,000.00 per
vehicle on trade-in as well as offer a large inventory of fully inspected used vehicles for
purchase. Carmax has the ability to obtain vehicle inventory from their many locations and
deliver them locally. This should ensure that the City of San Bernardino will receive the highest
quality vehicle for the investment. Appraisals of trade-in vehicles and quotes for prospective
vehicles have been obtained. To ensure officer safety, documents with vehicle identification
Updated: 5/6/2014 by Linda Sutherland Packet Pg. 305
5.T
3203
information are not included with this item. All proper documentation will be provided to the
City at the time of purchase.
The San Bernardino Police Department is requesting authorization to purchase three vehicles at
this time. The purchase price is not to exceed$17,500.00 per vehicle plus the trade-in allowance
of three vehicles from our current fleet. Monies from this transaction will be obtained through
narcotic asset forfeiture seizure funds. Asset forfeiture money is an identified funding source to
be utilized for law enforcement equipment, including the purchase of undercover vehicles. All
associated costs outside of the purchase price such as, licensing and registration will also be
funded through asset forfeiture monies. This process has been vetted through the City
Attorney's Office and has been determined an acceptable means of obtaining replacement
vehicles.
Sufficient funds have been budgeted for this item is account number 108-210-0082-5181. The
available unspent balance in this account is $137,100.00. A budget transfer of $52,500.00 to
account number 108-210-0082-5701 (Motor Vehicles) is being requested to ensure payment is
made from the appropriate account.
City Attorney Review:
Supporting Documents:
reso 3203 (PDF)
k
Updated:5/6/2014 by Linda Sutherland Packet Pg. 306
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAI\
3 BERNARDINO AUTHORIZING THE TRANSFER OF $52,500 FROM ACCOUNT 108.
210-0082-5181 TO ACCOUNT 108-210-0082-5701 AND THE ISSUANCE OF A
4 PURCHASE ORDER TO CARMAX IN AN AMOUNT NOT TO EXCEED $52,500
5 UTILIZING ACCOUNT NUMBER 108-210-0082-5701.
NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL 00
6 OF THE CITY OF SAN BERNARDINO AS FOLLOWS: Ili
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7 SECTION 1. That the Director of Administrative Services is hereby authorized and 0
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directed to transfer$52,500 from Asset Forfeiture account number 108-210-0082-5181 to E
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account number 108-210-0082-5701. _
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SECTION 2. That the Director of Administrative Services is hereby authorized and M
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directed to issue a Purchase Order to Carmax in an amount not to exceed$52,500 utilizing Asset L)
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Forfeiture account number 108-210-0082-5701. Pursuant to San Bernardino Municipal Code -a
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14 3.04.101(b)(3),the Mayor and Common Council approve a selected source justification for this
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Packet Pg.307
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAIS
2 BERNARDINO AUTHORIZING THE TRANSFER OF $52,500 FROM ACCOUNT 108.
210-0082-5181 TO ACCOUNT 108-210-0082-5701 AND THE ISSUANCE OF A
3 PURCHASE ORDER TO CARMAX IN AN AMOUNT NOT TO EXCEED $52,50C
UTILIZING ACCOUNT NUMBER 108-210-0082-5701.
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5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a meeting thereof,
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held on the day of 2014, by the following vote,to wit: LO
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COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT
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9 MARQUEZ
10 BARRIOS Z
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VALDIVIA
SHORETT
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NICKEL
13 JOHNSON
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MULVIHILL
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Georgeann Hanna, City Clerk
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The foregoing Resolution is hereby approved this of 2014. cn
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R. Carey Davis, Mayor C14
19 City of San Bernardino 0
Approved as to form:
20 Gary D. Saenz, City Attorney
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By: u�sa rjl-'4� CU
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Packet,Pg.308